Modular Cold Rooms

OPTION CLAUSE: The Purchaser reserves the right to increase or decrease the quantity to be ordered up to 25 percent of bid quantity at the time of placement of contract. The purchaser also reserves the right to increase the ordered quantity up to 25% of the contracted quantity during the currency of the contract at the contracted rates. The delivery period of quantity shall commence from the last date of original delivery order and in cases where option clause is exercised during the extended delivery period the additional time shall commence from the last date of extended delivery period. The additional delivery time shall be (Increased quantity ÷ Original quantity) × Original delivery period (in days), subject to minimum of 30 days. If the original delivery period is less than 30 days, the additional time equals the original delivery period. The Purchaser may extend this calculated delivery duration up to the original delivery period while exercising the option clause. Bidders must comply with these terms.

Nominated Inspection Agency: On behalf of the Buyer organization, any one of the following Inspection Agency would be conducting inspection of stores before acceptance: Pre-dispatch Inspection at Seller Premises (applicable only if pre-dispatch inspection clause has been selected in ATC): No Post Receipt Inspection at consignee site before acceptance of stores: Yes

Bidders can also submit the EMD with Fixed Deposit Receipt made out or pledged in the name of A/C Dy. Director . The bank should certify on it that the deposit can be withdrawn only on the demand or with the sanction of the pledgee. For release of EMD, the FDR will be released in the favour of the bidder by the Buyer after making endorsement on the back of the FDR duly signed and stamped along with covering letter. Bidder has to upload scanned copy/ proof of the FDR along with bid and has to ensure delivery of hardcopy to the Buyer within 5 days of Bid End date/ Bid Opening date

Warranty period of the supplied products shall be as given in specifications from the date of final acceptance of goods or after completion of installation, commissioning & testing of goods (if included in the scope of supply), at consignee location. OEM Warranty certificates must be submitted by Successful Bidder at the time of delivery of Goods. The seller should guarantee the rectification of goods in case of any break down during the guarantee period. Seller should have well established Installation, Commissioning, Training, Troubleshooting and Maintenance Service group in INDIA for attending the after sales service. Details of Service Centres near consignee destinations are to be uploaded along with the bid.

IMPORTED PRODUCTS: In case of imported products, OEM or Authorized Seller of OEM should have a registered office in India to provide after sales service support in India. The certificate to this effect should be submitted.

Material Test Certificate Should Be Sent Along with The Supply. The Material Will Be Checked by Buyer’s Lab & the Results of the Lab will be the Sole Criteria for Acceptance of the Item.

Scope of supply (Bid price to include all cost components) : Supply Installation Testing Commissioning of Goods and Training of operators and providing Statutory Clearances required (if any)

Successful Bidder can submit the Performance Security in the form of Fixed Deposit Receipt also (besides PBG which is allowed as per GeM GTC). FDR should be made out or pledged in the name of Dy. Director SFSL Odisha A/C (Name of the Seller). The bank should certify on it that the deposit can be withdrawn only on the demand or with the sanction of the pledgee. For release of Security Deposit, the FDR will be released in favour of bidder by the Buyer after making endorsement on the back of the FDR duly signed and stamped along with covering letter. Successful Bidder has to upload scanned copy of the FDR document in place of PBG and has to ensure delivery of hard copy of Original FDR to the Buyer within 15 days of award of contract.

The bidder is required to upload, along with the bid, all relevant certificates such as BIS licence, type test certificate, approval certificates and other certificates as prescribed in the Product Specification given in the bid document.

Buyer Added text based ATC clauses 1.The bidder's average annual turnover for the last three financial years should not be less than 10 lakhs. 2.The bidders are requested to submit EMD / e-BG as per bid requirement in term of electronics Bank Guar antee quoting Unique Identification Number (UIN) “ NCOGD2383P ” with NeSL while applying eBG from the ir respective Banks.

• 3.This bid is governed by OGFR-2023 and GFR regulations. Bidders will liable for punitive measures, includ ing potential debarment, outlined in OGFR and GFR for any violations or failure to comply with GFR / OGF R a s well as bid terms and conditions. 4.The Prospective bidders are request to submit their queries relating to the specifications of the tendered / bid item through mail id dirsfsl.odpol@odishapolice.gov.in by 25.08.2026 by 05:00 PM. The queries will n ot be considered after the stipulated time period. In this connection, a pre-bid technical committee will be held in virtual mode. The date and time for the meeting will be send through mail. 5. “Provisions of ‘Public Procurement (Preference to Make in India), Order 2017’, as amended from time to time, shall be followed in case eligible foreign bidders participate in the bidding process”. 6.The condition of prior turnover and prior experience may be relaxed/waived for local MSEs / Start-ups su bject to meeting of quality & technical specifications and making suitable provisions in the bidding docume nt. 7.In exceptional circumstances, the procuring authority may award the contract in excess up to ten per ce nt of quantity mentioned in the bid document at his level. The procuring authority shall obtain approval of next higher authority and record reasons of such variations in writing, in case where the quantity to be pro cured exceeds ten percent, but does not exceed fifty percent, of the quantity as mentioned in the bid docu ment. 8.DEFINITION OF MSEs AND STARTUPS FOR THIS BID: For the Procurement of the item; Micro & Small Enter prise (MSE) means an Industrial Unit or Enterprise as defined in Odisha MSME Development Policy,2022 an d as amended from time to time. Similarly, A Start-up means an Enterprise as defined under the Odisha St art-up Policy, 2016, and as amended from time to time. 9.The bidder to furnish a certificate as per the format specified below along with the bid: “I certify that I have not committed any offence-
• (a)Under the Prevention of Corruption Act, 1988; or
• (b)the Indian Penal Code or any other law for the time being in force, for causing any loss of life or propert y or causing a threat to public health as part of execution of a public procurement contract.
• (c)I have not been debarred by any Central / State Government Organization/Bodies for the last 3 years.” Signature with designation
• 10.Micro and Small Enterprises (MSEs) and start-ups are allowed concessional payment of performance se curity @ 25% of performance security prescribed for normal bidders.
• 11.Purchase preference, Price Preference and other relaxations to local MSEs/Start-ups at the time of pub lic procurement shall be guided by notifications/guidelines as issued by MSME Department from time to ti me. 12.The bidder shall submit the Income Tax Return (ITR) for any one of the last three assessment years. 13.EMD exemption would be allowed to MSME/start up only as per provision laid down in OGFR- 2023. 14.Vendor assessment Report submitted by a bidder would not be accepted in place of EMD . 15.Average Annual Financial Turn Over Certificate authenticated by a Chartered Accountant must have val id UDIN No of CA concerned.
• 16.During the warranty period, the supplier shall repair or rectify any defective goods, or replace them wit h defect-free goods, at no additional cost. All repaired or replaced items shall be delivered to the buyer’s p remises free of charge. 17.The bidder shall quote the price in two separate components:
• a)Cost of Goods/Equipment;
• b)And Comprehensive Maintenance Contract (CMC)/ Annual Maintenance Contract (AMC) charges. (The CMC charges shall be quoted on a yearly basis.) Selection of the L1 bidder shall be determine based on the total cost of equipment plus CMC/A MC charges for the entire CMC/AMC period (Total Evaluated Cost = Cost of Goods/Equipment + Total CMC/AMC Charges for the complete CMC/AMC period). Payment for the goods/equipment shall be made after successful supply, installation, commiss ioning, and completion of all related formalities and CMC/AMC payment shall be made annually, upon satisfactory completion of the CMC/AMC servi ces and related formalities. 18.The bidder must submit the Manufacturer's Authorization Form (MAF) in the following format; failing thi s , the bidder will be liable for disqualification Manufacturer's Authorization Form (MAF) (To be submitted on OEM Letterhead) Ref. No._____________ Dated _________ To Deputy Director, State FSL, Odisha, Bhubaneswar Dear Sir, Tender Reference No./ NIT /GeM Bid No. : ___________________ Name of the item: We M/s. ____________________________ who are established and reputable manufacturers of ___________________________________________________________________________________________do hereby autho rize M/s.______________________________ (Name and address of Agent / Dealer) to participate in the above te nder. We hereby extend our technical assistance to the bidder during installation and inspection of the p roduct. We hereby certify that, the equipments being sold would not be declared End of Support (EoS) or b ecome obsolete in the next 5 years. Also, we certify that the products being sold would be covered under Warranty / Support and OEM support will be available for ____ years( as specified in the GeM Bid / Tender / NIT No.) from the date of installation, even in the case, the bidder becomes “Out of service”. We have studied the requirements of the product and confirm that we will adhere to the specifications of t he tender and quality plan and extend all support during the inspection and provide documentary evidenc e at the time of inspection for the verification by Client/Client’s representative. Yours faithfully
• (Name)For and on behalf of M/s. ____________ (Name of manufacturers)
• (Or)The OEM to issue bid specific Declarations mentioned in the MAF indicated in the bid. The Declaration by t he OEM on its letter head should mention: GeM Bid No Technical assistance by the OEM representative during installation and inspection Declaration by the OEM that the device being supplied will not be end of support or Obsolete in Nex t 05 Years Product Supplied will be covered under the OEM Warranty for 03 Years from the date of installation Declaration/ Compliance Sheet from OEM that product supplied in the bid is matching within specifi cations of the bid. To Provide support and documentary evidence of the specification of the device at the time of inspe ction. TECHNICAL SPECIFICATION OF MODULAR COLD STORAGE R OOM
• 1.Product available in GeM Yes
• 2.Product Name Modular cold storage room (Q3 category)
• 3.Purpose To preserve biological samples (Viscera, Skin, Tissue, bloo d & urine) by preventing microbial growth and chemical de gradation.
• 4.Inner Dimension (LXBXH) feet 12 feet X 12 feet X 8 feet
• 5.Cold room set temperature ran ge (◦C) +02 ◦C to +08 ◦C
• 6.Wall panel material with thickn ess in mm Poly urethane foam (PUF) panel, 60mm or more
• 7.Celling panel material with thic kness in mm Poly urethane foam (PUF) panel, 60mm or more
• 8.Floor panel material with thick ness in mm Poly urethane foam formation (PUFF) panel, 50mm or more
• 9.E x t e r n a l / I n t e r n a l panel material Stainless steel antiskid
• 10.Door 01 no.
• 11.Cold storage door type Swing/hinge door
• 12.Locking mechanism Cam-lock with metallic plunger
• 13.No. of racks with adjustable sh elves 08 no. racks of 6 feet height, 4 feet length and 2 feet width with adjustable 4/5 shelves in each. (must supply the layou t/design)
• 14.Power supply 220V/1PH/1500 watt
• 15.Lighting Suitable lighting should be provided in the room
• 16.Compressor type Air cooled
• 17.No. of compressor used 2
• 18.Refrigeration type Vapour compression refrigeration
• 19.Refrigeration capacity in BTU 15000 BTU
• 20.External display type LED
• 21.Compressor noise level (Decib el) Less than 60
• 22.Control type Microprocessor controller
• 23.Installation & Commissioning Should be in the scope of supply
• 24.Minor civil and electrical work i f any for installation work can be done by the seller Yes
• 25.Warranty
• i.03 years warranty for the entire system. ii. 08 years warranty for the compressor. iii. Warranty should be count from date of installa tion. iv. Further the OEM must provide 5 years of AMC a fter expiry of the warranty.
• 26.Features Temperature control, LED signal to display alarm system in tervention.
• 27.Accessories (inclusive in the sc ope of supply) Anti-condensation door
• 28.Dehumidifier Suitable automatic Dehumidifier shall be supplied and inst alled as a part of the cold storage room
• 29.Other requirements The supplier would give a certificate that they will provide support towards spares, service & maintenance for 10 year s from the date of installation. The vendor should provide a list of similar cold storage system supplied In India for last 3 years.
• 30.Certification The system should have ISO/CE compliance certificate. Additional Terms & Conditions
• 31.Addition Requirments
• 1.Inside Buzzer System: Emergency buzzer/alarm system sh all be provided inside the cold storage room for occupant s afety.
• 2.Calibration Certificate: Valid calibration certificate for temp erature and humidity sensors/controllers from an NABL-acc redited calibration laboratory shall be provided at the time of installation.
• 3.Certified digital thermostat with probe should be supplied f or the measurement of temperature.
• 4.There should be emergency water drainage system. .

Participation by the bidder in RA process would be considered as their consent for extension in offer validity by 30 days by the date of RA initiation.